Introduction
To make issuing invoices in the mKsiegowa.pl program as effective as possible, in the module Sales you can prepare a list of items that are used during the preparation of sales invoices.
How does it work
The entered items appear in the selection list when entering sales invoices. The individual items have the following characteristics:
- each item must have its unique Item Code;
- the item must have a name that can be edited later, if the option Editable description is checked;
- each item has an account set up in the chart of accounts to which the invoice will be posted.
Operation
At the top of the form, you can search for an existing item in the file by entering the code in the field Select an item:. The program tries to find a code that contains the entered string.
When you find the code you are looking for, move to the next field with the key Tab. Then all data of this item will appear on the screen. After modifying the data, click the Update Item.
Note: the search operation works differently when the option Search Item List is selected in the Company Setup.
In the field Select an item: enter a fragment of the name and press the key Enter. The program filters only those items whose names contain a given string of characters.
It should be noted that in the normal version (option Search Item List not selected), the program searches only codes of items, and if this option in the Company Setup is selected, the program also searches the names of items.
If you want to enter a new item, then in the top line of the selection list you should find the item (if it is not displayed yet) New item.
After entering the data on the form, click Insert New Item at the bottom of the screen to add a new item. From then on, the item should be available when you enter new sales invoices.
Basic Data
Category
Selecting a category of an item allows you to:
- assign an item to a specific category
- use the default settings of a given category
The program allows you to configure many categories levels.
Note: The default category settings can be changed for each item.
Item type
In the field Type we can choose:
- Goods (subject to inventory management)
- Service (not subject to inventory management)
- Product (subject to inventory management and is used in the module Manufacturing)
If you want to enable inventory management, please contact us via the link Support request at the top of the screen.
VAT Configuration
VAT category allows you to define how VAT will be calculated for purchase and sales invoices and how it will be entered into VAT inquiry and VAT statement:
- other goods - VAT on purchase will be charged as for goods
- fixed assets - VAT on purchase will be charged as for fixed assets (they will be recorded in a separate item of the VAT inquiry)
- not VAT deductible - no deduction of input VAT for the purchase; the purchase of these items will be reported in a separate section of the VAT inquiry
- other services - VAT on purchase will be charged as for the purchase of services; items marked with this category will be shown separately in the VAT inquiry as Import of services
- reverse charged - this category is used to enter domestic purchase invoices and issue domestic sales invoices that are reverse charged.
- VAT partially deductible - this category is used to enter domestic purchase invoices for goods subject to partial VAT deduction.
By checking the Editable description checkbox, you can change the description of this item when entering purchase invoices or issuing sales invoices.
Preview data
In individual tabs, data and transactions of the selected item are available.
General Ledger Accounts
In this section, you can define Sales Account, to which sales invoices will be automatically issued.
Delete items
A newly created item can be deleted only if no document has been entered for the item yet.
Unavailable edition of some parameters
After entering an item and entering the first document, editing of some parameters of this item is blocked.
This applies to the following parameters:
- Type
- Units of Measure
- VAT category
The operation of the program results from the fact that a later change of one of these parameters would result in a change of previously entered documents.
Notes
- You can speed up the operating of the items using keyboard shortcuts.
- You can enable the display of item codes in the drop-down list in Preferences at the top of the page.
Item List Import
Item list import from files in the text format (CSV) can be done using iMacros.